Working from a Distance webinar slides by PPS-SyNet Americas

While you wait: What you will need § 90 minutes of uninterrupted time – Power down or silence other technology – Close door (if you have one) or put out Do Not Disturb sign

Working From a Distance A Session for Those Who Accomplish Results When Not Face-to-Face

Attendee controls

Technology Review

Raise hand / Lower hand Chat

Annotation

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Outcomes Identify the specific challenges of working from a distance. Clarify expectations around core topics necessary for a distance working arrangement to work effectively. Use the most appropriate technology in order to accomplish tasks effectively.

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Guidelines for Participation Mute your phone/audio when you aren’t speaking, especially if there is background noise. State your name as you comment. Attend (pay attention) as if we were in the same room together. Avoid ‘hiding out.’ Be active and enjoy yourself.

Agenda Discussion: Working Across Distance: Scenarios, Challenges & Success Factors Building Trust Overview and Activity Communicating Across Distance with Practice Fast Forward Review: Practical Tools Action Planning & Commitments ÂŠ 2020 PPS International Limited-SyNet Americas

Type your “name badge” in the chat box. First Name and Location

The number of people who work from home has increased by 140% since 2005. Global Workplace Analytics

52%

Globally, 52% of workers work from home at least once every week. Owl Labs

Data from 2018 shows that 65% of people think they work best at home. Flex Jobs

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140%

65%

Whatâ&#x20AC;&#x2122;s the biggest challenge?

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It depends. Whatâ&#x20AC;&#x2122;s the biggest challenge?

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Things we may find challenging… or we may like…

Distractions

Poor office set up and tools

Loneliness / Lack of social time

Start and end to the workday / can extend

No change of location

Ability to handle household chores during day

No commute

Access to family, roommates, pets during day

Ability to focus / fewer interruptions by others

Casual work attire

Some data saysâ&#x20AC;Ś Unplugging after work is the most challenging aspect of remote work for individuals ÂŠ 2020 PPS International Limited-SyNet Americas

Brainstorming is the most challenging type of remote meeting

Communicate Clearly ÂŠ 2020 PPS International Limited-SyNet Americas

Post in the chat box:

WHAT TOOLS DO YOU USE FOR COMMUNICATING?

TIPS FOR REMOTE WORK

Set GUIDELINES Set specific guidelines for how you will communicate with others including how often and what channels you will use.

TIP 01

Communication Effectiveness Point to which type of communication method you prefer to use in the situation described.

Face-to-face

Phone / Conf Call

There are no ‘right’ or ‘wrong’ answers.

IM / Text

Communication is improved when it is two-way.

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TIPS FOR REMOTE WORK

Use VIDEO. Wherever you can, use video to increase connection.

TIP 02

The Communication Cycle

… Speak

Advocate De

Listen

c id

Reflect

id ec

Inquire Decide

? Check

Uniqueness d n u Poor so s n o i t c e conn Increased distractions of others d No non e s a e r c In verbal s cues to n o i t c a distr follow for you Compressed time available ÂŠ 2020 PPS International Limited-SyNet Americas

Advocating is speaking. ! Explaining the reasoning behind suggestions/opinions. ! Giving data. ! Sharing your feelings and experiences. My thought is… I!d like to see… My experience is… You may be interested to know… I think.. I feel... © 2020 PPS International Limited-SyNet Americas

… Advocate

Reflect

Inquire

Two Types of Information You Can Advocate With…

Task/Work

Relationship/Social

Carrying out the task at hand

Individuals and their relationships with one another

Examples Task/Work

Relationship/Social

I’d like to poll the team about what they need to have included on the request form. This will avoid rework in the future, even though it may take a little longer to implement.

I’ve noticed you’ve been quiet on this call and I’m wondering if that’s because you disagree or have another idea.

Which is most comfortable? Point to the box or respond in the chat box.

Task/Work

Relationship/Social

Carrying out the task at hand

Individuals and their relationships with one another

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Reflecting is summarizing. ! What you interpreted. ! What you think the other person meant. ! What you understand to be the agreement. You think… You feel… Your point is… Your concern is.. You’re asking… You sound… You’re wondering... © 2020 PPS International Limited-SyNet Americas

… Advocate

Reflect

Inquire

How would you reflect (summarize)?

What! Iâ&#x20AC;&#x2122;ve been working on this for a year and now you want me to drop it, just because someone else changed his mind?

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Possible Reflections You’re frustrated with this change! You didn’t see that coming at all. It’s as if all your work doesn’t matter.

Iâ&#x20AC;&#x2122;ve been going head-tohead with management on the need for this project. I never thought it would move forward. Today I got a call letting me know the budget was approved!

How would you reflect (summarize)? ÂŠ 2020 PPS International Limited-SyNet Americas

Possible Reflections You didn’t think this day would ever arrive! You’re excited about this happening. It came as a nice surprise!

Time for a break

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Come back!

minutes remaining

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Manage your effectiveness

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Effectively Using Your Time

REMOTE

ON-SITE

Reviewing, Editing, Creating, Planning, Strategizing, Reading, Writing

Informing, Deciding, researching, anything needing access to greater tools (i.e. printing, files, people).

INDEPENDENT + RESOURCE LIGHT

COLLABORATIVE + RESOURCE HEAVY

TIPS FOR REMOTE WORK

Establish a ROUTINE Structure your day in blocks of time and communicate your schedule to others on your team.

TIP 03

TIPS FOR REMOTE WORK

PLAN More Tightly Have a plan for the day with a list of what will be accomplished and built-in breaks.

TIP 04

Managing Distractions: What Are They? REMOTE WORK

VS.

ON-SITE WORK

Managing Distractions No Matter Where You Are § Be frank with yourself about what’s a distraction and avoid it (i.e. social media? Work offline. Household tasks? Schedule time on calendar.)

§ Have a plan for the day; a list of what you want to accomplish. § Inform others of your plans. “I need to finish XYZ by 10 a.m., so I’ll be unreachable until then…” © 2020 PPS International Limited-SyNet Americas

§ Repeat offenders–have an agreement discussion at touchbase meeting when things are going well. § Take breaks frequently with a timer. What other suggestions do you have?

Virtual Meeting Tips § Take roll call and use video, if bandwidth allows. Drop video after greeting if bandwidth an issue. § Review technical guidelines (mute, what you’ll do if cut off, etc.). § Send documents in advance; prompt others to have in front of them. § Use as many visual tools as available (webinar posting documents, video stream of participants, writing on virtual white boards). § Call out page or slide numbers when presenting material. § Vary your voice pacing, tone and volume for interest. § Pause and INQUIRE every few minutes. – What parts of this are making sense for you? – We’ve covered a lot so far. Can someone recap?

§ Pay attention to who is quiet. REFLECT what you notice and INQUIRE.

– George, we haven’t heard from you for a while. Is there anything you would like to add? – Tracy is quiet. Is there anything we missed?

Instant Messaging (IM) Tips § If your status is available, then you should respond to IMs within 3-5 minutes. § If you are stepping away from an active IM conversation, let the recipient know and change your status to away. § Keep your IM status current throughout the day. © 2020 PPS International Limited-SyNet Americas

TIPS FOR REMOTE WORK

Manage HOUSEKEEPING. Be sure files and information are in their proper places so others can find them easily; follow protocols in place.

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TIP 05

Shared Drives, Sharepoint and Microsoft Teams Often become bogged down with outdated or redundant information due to lack of consistency in naming files and folders and lack of general oversight of the drive. ÂŠ 2020 PPS International Limited-SyNet Americas

Shared Drive Tips ! Establish and document a classification plan. ! Create empty folders and subfolders in the new structure. ! Designate a person to be responsible / Rotate role. ! Monitoring a shared drive ! Maintaining the file structure ! When necessary, overseeing a periodic clean-up

! Train team and team members. ÂŠ 2020 PPS International Limited-SyNet Americas

! Designated time is set aside for the changeover, if necessary. ! Create an inventory between Old and New. ! ! ! !

Current Folder/Sub-folder name Brief Description/Comments Date Last Modified Status (retain/delete)

File Naming Protocol Ideas ! Keep file names short and relevant. ! If using a date, use the format Year-Month-Day (four-digit year, two-digit month, two-digit day) ! YYYY-MM-DD or YYYY-MM or YYYY-YYYY

! Include a leading zero for numbers 0-9. ! Order the elements in a file name according to the way the file will be retrieved. ! 2007-01-20 Agenda (NOT) Agenda 2007-01-20

! Avoid descriptive terms regarding format or version (e.g. draft, memo) at the start of file names. ! Budget Report 2005-2006 Final (NOT) Final Budget Report 2007-01-20

! The version number of a record should be indicated in its file name by the use of “v” followed by the version number.

TIPS FOR REMOTE WORK

Evaluate and ADJUST. Every few days, take a few minutes to evaluate what’s working or not, and adjust. Share ideas with others.

TIP 06

Claim a box with your pointer.

What action will you take within a week?

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Keep Going Use the skills right away! Refer to your screen shots and notes again in a week. Put your action plan into your calendar.

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